By default, document categorization consists of the document register and the Incoming, Outgoing, and Internal document flows. They allow you to conveniently sort the documents and make search easier.
The register shows all the registered documents of the company. When selecting a document flow in the left menu of the register, you will see only the documents registered in folders where this document flow is specified.
Below the document flows you can see offices, categories and folders. They are created by the system administrator when configuring document categorization.
Offices represent your company’s divisions, branches, or departments for document registration.
In each office, you can create Categories. They help you sort the documents by departments, projects, or fields of work.
In an office or category you can create a Folder. It allows you to store the documents of one type, for example, contracts.
To go to a folder's settings, click on the gear icon to the right of its name. In the provided window you can edit the name of the folder, change the document flow and set up numbering. To learn more, see Document categorization and registration settings.
Let's take a look at the following example. A supply agreement is stored in the Agreements app. Suppose it was created by the Legal Department of the Main Office.
To register the supply agreement:
- On the right panel of the document's page, in the Registration section, click Register Document. A field will appear for selecting a folder according to the registration settings of the Agreements app.
- Select Main Office > Legal Department > Agreements folder. The registration number assigned to the contract when it was created will be displayed. The number is assigned according to the folder settings.
- Click Register Document.
The contract can also be registered in the course of a business process. You can either set up automatic registration or assign a task to an employee to register the document manually.
After registration, the registration number is displayed in the right pane of the document. By clicking on the number, you can expand the registration details: document flow, folder, executor and registration date.
Find a registered document
There is a search field at the top of the page. By default, the search is performed by registration number: type the number in the field and all matching documents will be shown below.
Also, you can select a year to display only the document registered throught that year.
Additionally, search by parameters is available. To open it, click the icon. A search form will appear.
Here you can search by the File name, Registration number and Start date fields.
The Registered by system field is also available. Enter the name of the user to view all the documents that are registered by him or her. If you want to see all the documents that you have registered personally, select the Current user option.
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